Manage your schedules [Legacy]

Schedules allow you to define the dates and times your session passes, party packages and recurring passes are available. Schedules have been designed to streamline schedule management and provide you with an overview of what you're selling and when.

A note about the new Operating Hours feature

Existing customers will not have access to the Operating Hours feature yet, but will have access to a new scheduling interface in preparation for operating hours. The instructions below have been updated to reflect the scheduling  interface changes for existing customers. 

Once beta testing is complete, we'll be rolling out Operating Hours to all!

Create a new schedule

1. From Venue Manager go to Products > Schedules.
2. Select the Create schedule button.
3. Select the session times:
   
   
   • The start time for the first session.
   • The start time for the last session so that it finishes before your venue closes.
   • The session intervals (eg setting an interval of 1 HR means a new session starts every hour).
     
     
4. Confirm the Ticket types and Resources on the relevant tabs.
5. From the Resources tab, if you have two or more single-booking resources for your session pass products (eg party rooms), you can set Max bookings per start time.
   
   
   • This allows you to limit the number of bookings that can start at each session time to help you stagger the arrival of guests at your venue.
   • Refer to the guide Party session pass scenarios to learn more. 
     
     
6. Select Add sessions.
7. Select the Plus icon next to the Dates field to select a date (double-click) or date range for the schedule period.
8. Select Apply to add the schedule period. The dates selected highlight in the calendar.
9. Select the days of the week that you want the sessions to be available for sale. The default is to include all days of the week. 
    
   • Keep Include every day of the week selected if you want your sessions to be available for purchase every day.
   • Deselect the checkbox to choose the specific days you don't want to offer sessions.
     
     
10. To edit any session times including tickets and resources available, select a session time to expand its details:
    
    
    • Select Delete to remove any session times you don't want.
    • Make any edits to start times, tickets available for sale and resources used. 
    • If using two or more single-booking resources (eg party rooms), you can also limit the maximum number of sessions that can start at each session time.
      
      
11. Select the days of the week the schedule applies to using the day buttons below the date field.
12. Don't forget to add:
    
    
    • A name for the schedule, for example, Monday-Thursday (School Term).
    • A description to record information about the schedule for future reference and collaboration.
      
      
13. Select Save to add the schedule.

Duplicate a schedule

To create multiple schedules for a product, use the duplicate feature to speed up the process:

1. Select the product and then the schedule you'd like to duplicate.
2. Select the options menu (3 dots) next to the schedule name and select Duplicate.
3. You'll receive a Days already in use warning message as the duplicated schedule contains the same dates and days as the new schedule.To resolve, you can either:
   
   
   • Adjust the dates for the schedule period
   • Or select Exclude the days from the original schedule to remove the conflict.
     
     
4. Then edit as needed, give the schedule a name and save the duplicated schedule.

Copy a schedule

To save time, you can copy a schedule from another product.

1. Select the product for the schedule you want to create.
2. Select Add existing schedule at the bottom of the right panel.
3. From the Copy schedule from another product dialogue box, select the product and the schedule to copy.
   
   
   • Include all tickets will apply the schedule to all tickets. To apply to selected tickets, select the individual tickets.
   • Select the Include exclusion dates checkbox to copy the exclusion dates.
     
     
4. Select Add schedule.
5. Edit Dates or Sessions as needed and add a schedule Name and Description.
6. Select Save to add the schedule.

View and edit schedules

1. From Venue Manager, go to Products.
2. Select Schedules. From here you can:
   
   
   • Check product schedules for a particular date: In the schedules calendar, select any date to display the products that are available for sale on that day.
   • View individual product schedules:
     
     
     • Select a product on the right to get an overview of its active schedules.
     • Any expired schedules will be automatically hidden and can be viewed by clicking View expired schedules link.
       
       
   • Select a schedule to display and edit its details, including schedule name, description, dates and session times. 

Edit individual schedule sessions

1. Select the product and then the schedule you'd like to edit.
2. Select the session time to be edited.
3. You can:
   
   
   • Edit the session start time.
   • Limit the maximum number of bookings per session.
     
     This option is only available if a session is linked to two or more single-booking resources (eg party rooms) and can take place in any of them.
     
     
   • Add or remove tickets from the session.
   • Add or remove resources.
   • Add a custom label which is displayed to guests in the online checkout. For example, 5 PM Fitness Class.
   • Delete the session by selecting the Delete button.
     
     
4. Select Save.

Add additional session times

Select Add sessions at the top of the session times listed to add any more session times to your schedule.

Edit schedule colors

If your product has multiple schedules (eg one for weekdays and one for weekends), you can customize the color of each schedule in the schedules calendar.

1. Select the product and then the schedule you'd like to edit.
2. Select the options menu (3 dots) at the top right of the panel and select Change color.
3. Select a new color from the palette and select Apply.
4. Select Save.

Exclude dates from schedules

You can exclude dates from all schedules in a product or a product's individual schedule.

1. Select the product to exclude dates from. Alternatively, select the schedule to exclude dates from an individual product schedule.
2. Select the options menu (3 dots) and select Exclude dates if no exclusion dates are currently defined. 
3. Select the Plus icon next to the Exclusion dates field to select a date or date range to exclude from the schedule. To exclude more dates, select the Plus icon again.
4. Select Save.

Delete schedules

To permanently remove a schedule:

1. Select the product and then the schedule you'd like to delete.
2. Select the options menu (3 dots) from the top right of the panel and select Delete.
3. Select Confirm to proceed.

Resolve day conflicts

If the dates in a new schedule you're creating conflict with an existing schedule for the same product, a warning message is displayed.

To resolve:

• You can either edit the schedule to change the days so they are no longer being used by another schedule.
• Or you can select Exclude dates from conflicting schedules in the message. A confirmation pop-up appears to confirm moving of the conflicting dates to the new schedule you’re creating.

Common scheduling use cases

Ready to learn more? Take a look at how to create schedules for:

• Common session pass scenarios
• Party session pass scenarios